Using the Simple People & Teams Template to Make Bulk Changes In Teamgage
You will need to have an Admin profile to access this section of Teamgage. If you can't see that section, speak to your Teamgage Admin or contact our Support Team (support@teamgage.com).
To keep the People Data & Teams structure current you'll need to make changes in Teamgage. This may be because people have moved teams, you have new employees, or you've completed a restructure. If you're adding (or removing) a few team members at a time or simply updating details (Eg. a new email address), you want to check-out User Management in Teamgage .
However, if you're making larger changes to your structure or "batch" changes (Eg. you upload changes once a month) depending on your organisation size we recommend:
- If your organisation is under 200 employees: Use the simple People & Teams Template (read this article)
- If your organisation is over 200 employees: Upload your HRIS data straight to Teamgage (see article)
An overview of the process:
- Download team structure & people data from Teamgage (this will download a simple spreadsheet)
- Make changes in that downloaded spreadsheet
- Upload the updated/changed spreadsheet using the Secure File Upload
- Teamgage will validate your changes with the Import Preview
- Teamgage will publish the changes
1. Download team structure & people data from Teamgage
Please see the article How to Export your Users & Teams for this step.
2. Making changes using the Simple Export file
If you are making significant changes to your team structure & people data in Teamgage (Eg. after a whole organisation restructure), you can always contact our Support Team ( support@teamgage.com) so we can guide you through the best approach.
Adding a new user | 1. Open the Users tab of the spreadsheet 2. Add a new row 3. Add in the new user's first name, surname, email & the team they're a member of* 4. Save the spreadsheet *As a shortcut simply copy & paste of the TeamName from an existing user. It's really important the TeamName (and hierarchy of that team) is exactly the same as the others in that team. |
| Removing a user | 1. Open the Users tab of the spreadsheet 2. Delete user row (or simple clear all contents of that row) 3. Save the spreadsheet |
| Edit a user's details | 1. Open the Users tab of the spreadsheet 2. Find the user you want to update/edit 3. Make the change (Eg. Update the spelling of their surname) 4. Save the spreadsheet |
| Adding a new team | 1. Open the Teams tab of the spreadsheet 2. Add a new row 3. Add in the new Team's name, the hierarchy of that team**, and the email address for the Leader(s) that should have access to Dashboard Results for that team 4. Save the spreadsheet **The position of the Team in your hierarchy is a really important step & must be exact. Copy and paste the TeamName from a Team in similar position in the hierarchy , and then make name changes from there - rather than creating the line in full yourself. |
| Removing a team | 1. Open the Teams tab of the spreadsheet 2. Delete team row (or simple clear all contents of that row)*** 3. Save the spreadsheet***It is really important you move all of Team members into a new team, before you delete the team. |
3. How to upload the file?
Once you've added your people & team hierarchy data into the template, simply upload it in the Teamgage Portal. We take data privacy & security very seriously - we'll never share this data over email. Learn how to securely upload data in Portal here.
4. How to complete the setup process?
If needed our team will run your data through our data converter so it is ready to import. Next we will run an import preview for you to check the team structure and team memberships are correct. Learn about the Import Preview here.
Understanding the Simple People & Teams Template
Your Simple Export, is a spreadsheet file made of two tabs:
- Teams: All of your teams in the Teamgage (Eg. a group that has a Results Dashboard in Teamgage)
- Users: All of your users in Teamgage (this include Team members that submit, team leaders, and Admins)
Understanding the Teams tab
| TeamName | This is the name of the team, as well as where this team fits in your organisation heirarchy. Example: Entire Organisation > Customer > Sales & Marketing This is the Sales & Marketing team, which sits under the department Customer. |
| ReportViewAccess | This is the email(s) of all the Team Leaders that have access to the Results for this team. If there is more than 1 Team Leader, their email addresses will be separated by a | symbol (eg the pipe or vertical line). Example: |
| TeamgageTeamID | This is the unique ID inside the Teamgage system for this specific team. When your creating a new team, this will be blank. Teamgage will create & assign the team's ID. If the team already exists, you will need to provide the ID in the file you upload so Teamgage can match the team(s). Use the Teams & User export to get all of your existing TeamIDs. |
Understanding the Users tab
| FirstName | The team members first name |
| LastName | The team members surname |
| The team members email address - there is the email address user for logging into Teamgage and where all Teamgage notifications will be sent. | |
| TeamName | This is the name of the team(s) that this user is a member if. It will also outline where this team fits in your organisation heirachy. This will be need to exactly match the TeamName from the Teams tab in this same spreadsheet. If the user is in more than 1 team, the teams will be separated by a | symbol (eg the horizontal or vertical line). Eg. Entire Organisation > Customer > Sales & Marketing | Entire Organisation > Department Heads |
| DemograhicTags (Optional) | These are the Demographic Tags applied to this specific user. If there is more than 1 Demographic Tag, separate the tags with a | symbol (eg the pipe or vertical line). Learn more: What are Demographic Tags? |
| TeamgageID | This is the unique ID inside the Teamgage system for this specific user. When your creating a new user, this will be blank. Teamgage will create & assign the user's ID. If the user already exists, you will need to provide the ID in the file you upload, so Teamgage can match the user(s). Use the Teams & User export to get all of your existing user's TeamgageIDs. |
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